Administrative Associate 3, S-SPIRE (Hybrid Opportunity)

Stanford Reglab; United States; Hybrid; USD 60,000 - 90,000; Full time

Job summary

Stanford University is seeking an Administrative Associate 3 to provide complex administrative and operational support within the S-SPIRE Unit on campus. The role is hybrid (on-site and some work from home) and requires strong organization, communication, and problem-solving skills in a busy academic medical environment.

Working under general direction, you will manage calendars, meetings, travel, budgets, and communications for the Faculty Director and staff, with opportunities to lead projects

Qualifications

• Experience in higher education or Stanford University systems preferred.
• familiarity with Stanford University Medical Center structure recommended.
• Excellent time management and people skills required.

Responsibilities

• Act on behalf of the supervisor to set priorities and solve administrative problems.
• Schedule and manage complex conferences, events, and vendor logistics within budget.
• Draft and edit documents for presentations, grants, and reports; ensure accuracy.
• Plan calendars, resolve conflicts, and coordinate travel per policies.
• Create complex reports and budgets using specialized software.
• Coordinate maintenance, office moves, and minor renovations.
• May supervise staff or student workers and assign workload.

Skills

Higher education experience

Academic medical center knowledge

Time management & communication

Education

High school diploma + 4 years experience

Job description

Please note this position will be based on the Stanford campus and is hybrid (working on-site and working from home) subject to operational need.

From benchtop research to international programs, the Department of Surgery provides exceptional patient care, delivers outstanding undergraduate and graduate education, and advances the field of surgery through innovative basic science and clinical research.

The Stanford-Surgery Policy Improvement Research and Education (S-SPIRE) Unit within the Department of Surgery brings together clinical and research faculty with expertise in implementation science, health economics, bioinformatics, and quantitative, qualitative, and mixed-methods research.

We are seeking an Administrative Associate 3 to provide complex administrative and operational support to the S-SPIRE Faculty Director and other faculty and staff.

Working under general direction with limited supervision, the successful candidate will anticipate needs, proactively solve problems, and independently manage a variety of administrative responsibilities in a dynamic academic and medical environment. The ideal candidate will be highly organized, detail-oriented, self-motivated, and collaborative, with strong business acumen, the ability to manage competing priorities, and excellent communication skills to work effectively with a diverse academic and medical community.

Desired Qualifications:

• Prior work experience at Stanford University and/or in higher education strongly preferred.
• Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred.
• An ideal candidate would exhibit excellent time management skills, communications skills, the ability to set priorities and a passion for working with people.

At Stanford, every employee plays a part in our mission for a better tomorrow—from researchers to operations and from food services to educators. Join our team to work towards a future you believe in.

The job duties listed are typical examples of work performed by positions in this job classifications and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a help ticket.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. See Admin Guide 1.7.4: Equal Employment Opportunity, Non-Discrimination, and Affluent

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

Core Duties:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education and Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities

• Advanced computer skills and demonstrated experience with office software and email applications.

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Excellent Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize, multi-task, and assign work to others.

• Ability to take initiative and ownership of projects.

• Ability to routinely and independently exercise sound judgment in making decisions.